The resource will play a cross-functional role in managing the company’s administrative, organizational, and documentation activities, working closely with the Management team and interfacing with technical professionals, employees, consultants, clients, suppliers, public authorities, and external professionals.
Reports to the Head of Administration.
The position requires operational autonomy, precision, organizational skills, and discretion, as well as the ability to manage multiple tasks and deadlines simultaneously.

RESPONSIBILITIES Office management and secretariat

• Handling phone calls, emails, and routine communications, with appropriate routing to the relevant contacts.

• Monitoring and managing the company’s PEC (certified email), including verification, routing, and filing of communications.

• Managing office purchases and supplies, as well as equipment and materials required for business activities.

• Managing routine relationships with suppliers and external contacts.

Tenders, prequalifications, and documentation

• Preparing and managing documentation required for participation in public and private tenders and calls for bids, based on instructions from the Technical Management and the Administrative Manager.

• Verifying the completeness and formal correctness of documentation.

• Monitoring deadlines related to tenders, calls for bids, certifications, registrations, and corporate documentation.

• Maintaining and updating certifications and administrative documentation required for participation in tender procedures.

Administration and accounting

• Supporting general administration and accounting activities.

• Preparing and sending invoices to clients, verifying their correctness and completeness.

• Managing expense reports for employees and consultants, verifying supporting documents and correct expense allocation.

• Verifying and reconciling expenses incurred via company credit cards.

• Supporting the management of relationships with the accounting firm, banks, and other corporate consultants.

REQUIREMENTS

• High school diploma in Accounting / Administration, Finance and Marketing, or equivalent qualification.

• Experience in an administrative, office management, or organizational secretariat role.

• Good knowledge of administrative and bureaucratic procedures.

• Knowledge of core general accounting and HR administration activities.

• Proficiency with IT tools and digital filing and document management systems.

• Basic knowledge of regulations relating to privacy, safety, environment, and permits.

• Basic knowledge of English.

• Preference will be given to candidates from engineering firms, professional practices, consulting companies, or structured technical organizations.

SKILLS AND PERSONAL ATTRIBUTES

The ideal candidate will demonstrate:

• Excellent organizational and priority-management skills.

• Precision and attention to detail.

• Ability to work to deadlines and monitor multiple activities simultaneously.

• Autonomy in managing daily tasks.

• Strong communication and interpersonal skills.

• Ability to interact effectively with diverse stakeholders: Management, technical professionals, clients, suppliers, consultants, and public authorities.

• Problem-solving aptitude.

• Teamworking ability.

• Discretion and reliability in handling company information and documentation.

WHAT WE OFFER

• Permanent employment contract.

• Opportunity to join a structured and growing engineering company.

• A cross-functional, responsible role providing direct support to Management.

• A professional and collaborative work environment.

• Opportunity to develop skills in administration, organization, and management.

• A role with a high level of interaction across different company functions and with external contacts.

• Work location: Milan, Cadorna area.

• Working hours: Full-time.

• Applicable collective agreement: Commerce (CCNL Commercio).

• Gross annual salary (RAL): commensurate with the candidate’s experience and skills.